Case study

1. Your role You are a project manager working for Draper Consulting Limited (DCL) an IT consultancy company. The company is based in London and provides software development and support services to Small- to Medium-sized Enterprises (SMEs) across the UK. DCL currently employs ninety five (95) staff including project managers, developers, help desk support staff, as well as database, network, hardware and operating system specialists.

2. The Client Suits: Measuring, Alteration, Repair and Tailoring Services (SMARTS) Ltd The client for your project is the SMARTS company (Suits: Measuring, Alteration, Repair and Tailoring Services). There are currently three main workshops run by SMARTS Ltd (Bow in east London, Stanmore in north London and Streatham in south London). SMARTS has an arrangement with Hatton Coates, a chain of dry cleaning stores; a customer can bring clothes into one of Hatton Coates' stores for cleaning, alteration or repair. All alterations and repairs are passed to the nearest local SMARTS workshop. Hatton Coates displays price lists set by SMRTS for alterations and repairs (e.g. lengthening or shortening garments, adjusting clothes to fit, mending worn collars, repairing tears, etc.). The staff at SMARTS will also produce made-to-measure suits for their clients; their tailors visit clients in their homes for taking measurements and fitting sessions. It is planned that a further workshop will join the group: Surbiton in August 2021. The Surbiton workshop will have staffing levels between those of Bow and Stanmore. Each workshop in the client company employs a number of specialist staff (between 25-40) who undertakes repairs and alterations, make new suits, and visit clients in their homes to give a measuring and fitting service. There is also a team of administrators (about 4 - 6) at each workshop who operate on a rota and make bookings for tailors to make home visits to clients; prepare invoices for alterations and repairs for work received through Hatton Coates; process invoices, payments and receipts for the suits that clients have received; and check stock held in the workshop store rooms. Clients pay a deposit for an initial home visit from a tailor, which is deducted from the total cost if a suit is ordered; fittings are free of charge. Clients may purchase additional garments at a discount (e.g. an additional pair of trousers to go with a suit). The staff at each workshop is co-ordinated by a Workshop Manager. The Head Office of SMARTS Ltd is based at Bow, east London, where the company originally started, and the following functions are based there: Finance; Publicity; Sales, Marketing & Advertising; Human Resources (apart from local recruitment and training activities) and Network and Information Systems Services (NISS). At the moment, each workshop has its own system for booking home visits for tailors to see clients, logging work received from Hatton Coates, and generating invoices and receipts for clients. However, the owner of SMARTS Ltd, Oscar Sheridan, realised that an improved service to clients could be offered by a networked system that allows staff at any workshop of SMARTS Ltd to have access to the records of staff and client details, and fabrics held at each location. It was for this reason that SMARTS engaged DCL to design, develop and install a purpose-built integrated system to streamline the day-to-day operations of the company. Another anticipated benefit of the new system will be to allow tailors from different workshops to visit clients according to their expertise (gentlemen's or ladies' tailoring, evening wear, etc.). In addition, the new system will enable fabrics to be transferred between workshops if one is temporarily low in stock.

SMARTS SMARTS SMARTS SMARTS SMARTS SMARTS Associated Workshop Workshop tailors pattern stitching & admin- Hatton Coates Location Manager cutters assembly staff istrators shops Bow Archie 12 8 14 6 14 Winship Stanmore Alfred 9 6 10 5 8 Dillon Streatham Elvira 7 5 8 4 10 MorganBEST Steering Committee role Position Name Executive Managing Director Oscar Sheridan Senior user Workshop Manager Lisa de Klerk Senior user Financial Controller Adam Ferguson Senior user Inventory Controller Iris Ogun Senior user NISS Manager Keeran Jamal FROSTIE Project Manager Project Manager You SEAMS Project Manager Project Manager Ariful Chowdhury13. FROSTIE & SCIMITAR modules and interfaces Module System Description Appointments- SCIMITAR Books appointments for tailors to visit clients for a module measurement or fitting session Jobs-module SCIMITAR Workload allocation for alterations, repairs and making garments; allows labour cost to be calculated Payment-module SCIMITAR Allows administrators to process client payments for garments made by workshop tailors; includes home visit deposits, labour and materials costs Purchase-module FROSTIE Issues purchase orders to suppliers and settles account Quotation-module SCIMITAR Calculates an estimate of the cost of made-to-measure garments based on materials required, labour costs and customer measurements; updates measurements Registration- SCIMITAR Enters details of new clients module Sales-module SCIMITAR Standard EPOS functions linked to the tills in Hatton Coates dry cleaning outlets for alterations and repairs Stock-module FROSTIE Stock control functions available to the workshop manager, tailors and administrators via a PC; generates reports for replenishment of fabrics and other materials where stock is approaching reorder level; manages allocation of stock between categories; facilitates transfer of stock between workshops Suppliers-module FROSTIE Maintains records of approved suppliers and the stock categories which they provide FROSTIE to interface Cross-check of tailors for access to stock details for SCIMITAR quotation purposes FROSTIE to interface Transfer of inventory transactions (delivery from SEAMS suppliers and payment) SCIMITAR to interface Transfer of fabrics and other materials requirements for FROSTIE made-to-measure clothes to enable stock update and reordering when necessary SCIMITAR to interface Update of clients registered for client profile analysis SEAMS SCIMITAR to interface Transfer of sales data for work from Hatton Coates SEAMS SCIMITAR to interface Transfer of client transactions (payment of invoices) SEAMS SEAMS to interface Update of approved supplier details FROSTIE14. FROSTIE & SCIMITAR equipment requirements The following equipment is required to support FROSTIE and SCIMITAR: Equipment Description Installation requirements Workshop PCs For workshop staff; will There must be enough PCs for the workshop need upgrading or manager, the administrators on duty, and staff replacing for FROSTIE in the workshop rooms. Other departments are and SCIMITAR functions able to use existing PCs. Dry cleaning Will provide EPOS All existing tills are adequate, but training will outlet tills function to database be required. server at Bow via SWAN connection for SCIMITAR. Network SMARTS Wide Area None; EyeTec Solutions will supply servers. Network (SWAN) Development Application Server and FROSTIE Release 1.5 and SCIMITAR Release 1.2 environment Database Server loaded currently loaded; this is expected to be the on a single Gryphon production release of the software. The live PowerServer 27 database will need to be created by transferring existing workshop records, including manual data entry. Test/ Training Gryphon PowerServer 3Z FROSTIE Release 1.5 and SCIMITAR Release 1.2 environment currently loaded and being tested by user team; it is expected that this testing will complete by the end of April and that this version of the software will be signed off as the first production release. Note that this environment will be used for user training once testing has completed; it will take two days to configure this environment before user training can begin. Production Separate application and Server hardware to be delivered and installed environment database servers: by EyeTec Solutions at the start of May 2014. Gryphon PowerServer 3Z Estimated 4 days to install hardware and operating systems. Your team need a further 8 days to migrate and test FROSTIE Release 1.5 and SCIMITAR Release 1.2 In this environment. Note: all Head Office servers are in a secure room in the Bow NISS department; workshop servers are in secure rooms at the workshop location.15. FROSTIE and SCIMITAR Project Plan The following table shows an agreed high-level schedule for the project: Stage / milestone Planned date(s) Actual date(s) Project start-up Agree statement of need and Signed off on 20 October 2019 membership of BEST Steering Committee by 30 October 2019 Project brief, including. By 25 November 2019 Delivered 20 November 2019 feasibility assessment Agreed by BEST SC on 28 November 2019 Project Initiation By 2 December 2019 Delivered 2 December 2019 Document (PID) Revised 15 January 2020 including baseline plan Agreed 20 January 2020 Analysis phase 26 January 2020 - 15 May 2020 30 January 2020 - 9 June 2020 Design phase 20 May 2020 - 6 November 2020 10 June 2020 - 6 November 2020 Implementation phase 9 November 2020 - 14 May 2021 9 November 2020 - ... (on-going and on schedule) Preliminary installation By 22 March 2021 and support plan note: this is assignment 1) Final installation and By 15 May 2021 support plan (note: this is assignment 2) Installation 17 May 2021 (earliest) - 30 November 2021 Support phase Must start as soon as any part of FROSTIE and SCIMITAR is liveData Existing status FROSTIE and SCIMITAR requirements Clients Workshops have their own records of All client details needed in clients, including name, contact details, SCIMITAR. age, male/ female, measurements, etc. Not needed in FROSTIE. Fabric Each workshop holds details of the fabric | Details required in FROSTIE it offers, including material, colour, and SCIMITAR. weave, price, etc. There are also swatches that tailors can take to show clients. Fees The labour fee for each repair, alteration Needed in SCIMITAR. and making of garments (distinct from the Not needed in FROSTIE. cost of materials). Jobs Each workshop has its own database of Needed in SCIMITAR workshop staff allocated to jobs (repairs, Not needed in FROSTIE. alterations, etc.). Details of jobs coming in from Hatton Coates are logged on cards. Patterns Workshops have their own databases; Details of all patterns are these hold details of patterns that can be required by FROSTIE and made in each workshop and the amount used in SCIMITAR. of fabric required for specific sizes. The patterns themselves are stored in folders. Purchase Orders Manual Purchase Order data in Historical Purchase Order individual workshops for replenishment data required to provide of stock. estimates for future order quantities. Needed in FROSTIE, but not SCIMITAR. Stock categories Stock categories include fabrics, lining, All required in FROSTIE (over interfacing, buttons, zip fasteners, hooks [250 distinct categories), and & eyes, press studs, Velcro, thread for accessed by SCIMITAR. tacking, sewing, buttons and embroidery (hand and machine), thimbles, needles (hand and machine), decorative trims, etc. Stock quantities Stock quantities in workshops in various Accurate stock quantities of fabrics and for SCIMITAR; data quality uncertain; required for FROSTIE. other materials stock control varies between workshops. Not needed in SCIMITAR. Suppliers Each workshop has a manual log of Needed in FROSTIE. approved suppliers from whom they Not needed in SCIMITAR. order. Tailors Each workshop stores details of their Tailor details required in tailors, including their skills and SCIMITAR, cross-referenced expertise. by FROSTIE